ADC 182 

Increased Functionality for DLMS 861 Acceptance Report 

1. ORIGINATOR: Defense Logistics Agency (DLA) J-3731 

2. FUNCTIONAL AREA: Primary: Acquisition

3. REQUESTED CHANGE 

a. TITLE: Increased Functionality for DLMS 861, Acceptance Report 

b. Description of Change: This change request makes available for use additional 

codes within the Beginning Segment of Receiving Advice/Acceptance Certificate 

(BRA) and Receiving Condition (RCD) Segment codes of the DLMS 861, 

Acceptance Report (AR). Additional clarifying notes are added to the DLMS 

Supplement. 

(1) Opening of the additional codes in the BRA data set will advise the recipient of 

the AR/861 if an acceptance alert was processed prior to the material acceptance 

as well as provide header level detail in the Beginning Segment to indicate item 

acceptance status. 

(2) Opening and adding additional codes within the Receiving Conditions RCD 

segment will apprise the recipient of the status of the quantity shipped but not 

accepted. Using these codes will provide an accounting of receipt status. 

c. Procedures: The following procedures are associated with this proposal: 

(1) When processing a receipt acceptance transaction the system-generated 

outgoing data must include the BRA04 code indicating whether an 

acceptance alert or advance shipment notice (ASN) was received prior to 

the in-processing of the new procurement receipt. This is consistent 

with existing procedures under MILSCAP. The ASN acts as an 

acceptance alert for destination acceptance material. 

(2) The BRA07 will provide summary level information via one of three 

action codes when material received includes Item Unique Identification 

(UID). This summary information will indicate when transmission of 

the applicable Unique Item Identifiers (UIIs) for material accepted or 

rejected is appropriate, thus allowing for the elimination of unnecessary 

transmission. 

a. When total quantity of the vendor shipment with UII is 

accepted, the summary level action code (WQ) will be 

provided and UII data will not be passed. 
b. When a partial quantity of the vendor shipment of UIIs is 

accepted/not accepted, the summary level code (80) is 

utilized and the acceptance transaction will include the UIIs 

accepted/not accepted via the Marks and Numbers (MAN) 

segment. Partial acceptance may occur because the vendor 

shipment has been split among multiple receiving stations 

and separate 861 transactions will be generated to provide 

status of remainder of shipment or because same status 

does not apply to the entire shipment. Use of this code 

means that UIIs listed must be reconciled by WAWF with 

the list of UIIs shipped to apply status at the individual item 

level. 

c. When none of the vendor shipment with UII’s is accepted, 

the summary level action code (24) will be provided and no 

UII data will be passed. 

 

(3) Unit of Issue versus Purchase Unit. Distribution depots receipt, store 

and issue material using unit of issue which may differ from the 

purchase unit. If the purchase unit differs from the unit of issue, WAWF 

will reject the AR submission and the depot will receive an email notice 

to manually update receipt acceptance in WAWF, converting unit of 

issue quantity into the purchase unit quantity. 

(4) Quantity Reported. RCD02 and 03 will be utilized when material is 

accepted to identify the quantity accepted and the unit of issue. This 

may be the entire quantity for the shipment or a partial quantity if either 

receiving was split among multiple stations resulting in multiple 

transactions, or if only a portion of the quantity shipped was accepted. 

RCD06, 07 and 08 will be utilized when material is not accepted to 

identify the quantity, unit of issue, and syntax required “hold” code. 

When RCD06 is used, RCD02 will not be used. DSS does not have 

capability to report both accepted and unacceptable material quantities 

on the same transaction. 

(5) Details. Revise the 861 DLMS Supplement as follows. Update the 

Federal IC as needed. 
Item 

# 

Location Revision Explanation Federal 

Impact 

1 1/BRA04/020 Add/revise codes and DLMS note:

8 Acceptance Certificate 

DLMS Note: Not used at this time; reserved 

for future enhancement. 

9 Authorized Representative in receipt of 

an Acceptance Alert 

DLMS Note: Use to identify a party in receipt 

of an acceptance alert or Advance Shipment 

Notice (ASN) for destination acceptance 

(equates to MILSCAP PKN). 

A Authorized Representative Not in receipt 

of an Acceptance Alert 

DLMS Note: Use to identify a party not in 

receipt of an acceptance alert Advance 

Shipment Notice (ASN) for destination 

acceptance (equates to MILSCAP PKP).

Correction and clarification. 

Identifies specific type of 

acceptance report and is consistent 

with MILSCAP functionality. 

No revision 

required 

2 1/BRA07/020 Open Data Element BRA07 as “Used” 

Added code “24” with DLMS note:

24 On-hold 

DLMS Note: Use to indicate status of 

material received.

Added code “80” with DLMS note:

80 Reconcile 

DLMS Note: Use to reconcile quantity 

accepted when a partial quantity has been 

accepted previously in separate transaction.

Added code “WQ” with DLMS note: 

WQ Accept 

DLMS Note: Use when full vendor shipment 

quantity has been accepted.

This change makes the data 

element Action Code available for 

use. This will be used to 

distinguish when the AR is: 

• for total acceptance (code WQ) – 

If quantity shipped equals 

quantity accepted UIIs will not 

be passed since all are accepted; 

if quanitity shipped does not 

equal quanity accepted, UIIs 

(when applicable) will be passed 

in the AR 

• for partial acceptance (code 80) - 

passed with UIIs included for 

only those items accepted when 

UII is applicable; 

• or material was not accepted 

(placed in a suspended in 

condition) (code 24); when 

quantity shipped equals quantity 

not accepted (discrepant quantity 

in question), UIIs will not be 

passed since all are not accepted; 

if quantity shipped does not 

equal quantity in question, UII 

(when applicable) will be 

included. 

Revision 

required 

3 1/DTM01/070 Revise DLMS note as follows: 

144 Estimated Acceptance 

DLMS Note: This is a former MILSCAP 

functionality not currently used under DLMS; 

reserved for future enhancement.

Clarification 
4 2/SN103/020 Add DLMS note as follows for Unit of 

Measure associated with Quantity Shipped: 

DLMS Note: This will reflect the purchase 

unit provided by the vendor in the Advance 

Shipment Notice. 

Clarification 

Note: There will be times when 

there is a disconnect between the 

purchase unit identified by the 

vendor in the 856 ASN and the 

unit of issue as received by DSS. 

Manual intervention will be 

required to resolve differences. 

5 2/RCD05/010 Open Data Element RCD05 “Unit of 

Measure” as “Used”

and added the following existing Federal note 

to supplement:

Federal Note: Use any code other than 

ZZ. DLMS users see the Unit of Issue and 

Purchase Unit Conversion Table for 

available codes.

Required for syntax; DSS will 

pass UI. 

No revision 

required 

(This Data 

element is 

already 

opened at 

Fed level.) 

6 2/RCD06/010 Open Data Element RCD06 “Quantity in 

Question” as “Used” and added the following 

DLMS note:

DLMS Note: Use in conjunction with a 

receipt discrepancy to provide amount of 

items received but not accepted.

Indicates quantity not accepted. 

Note: A separate DLMS 

transaction will be used when 

shipment contains both acceptable 

and unacceptable material. DLMS 

AR will not reflect multiple 

quantities in the same transaction. 

No revision 

required 

(This Data 

element is 

already 

opened at 

Fed level.) 

7 2/RCD07/010 Open Data Element RCD07 “Unit of 

Measure” as “Used” and added the following 

existing Federal note to supplement:

Federal Note: Use any code other than 

ZZ. DLMS users see the Unit of Issue and 

Purchase Unit Conversion Table for 

available codes.

Required for X12 syntax; DSS 

will pass UI 

No revision 

required 

(This Data 

element is 

already 

opened at 

Fed level.) 

8 2/RCD08/010 Open Data Element RCD08 “Receiving 

Condition Code” as “Used” 

and add code “9” with DLMS note: 

09 Hold 

DLMS Note: Use to indicate that discrepant 

quantity received has been placed in a 

suspended condition. 

Required for X12 syntax 

No revision 

required 

(This Data 

element is 

already 

opened at 

Fed level.) 

d. Corresponding changes in Wide Area Workflow – Receipt Acceptance (WAWFRA) WAWF for processing the acceptance report will be as follows: 

(1) WAWF will receive above information on the AR/861 (including the value of 

sthe UII when applicable) from the Distribution Standard System (DSS). 

(2) WAWF will receive the Shipment/Acceptance Discrepancy Explanation 

Code. This includes new value “Z, Unique Identification (UID) Data on Items 
Do Not Conform to Shipping Report.” WAWF will display text associated 

with codes for screen views. 

(3) WAWF will prepare and forward 861 to BSM which will be able to accept 

861s for destination acceptance (non-DSS) in January 2006. Standard 861 

will be sent for pay DODAAC SL4701 when destination acceptance and NOT

DSS Ship-To. DSS Ship-To will continue to send 861 to WAWF, but DLA 

payment processes will remain unchanged at this time (based upon receipt 

transaction from DSS). 

4. Reason for Change: This additional information allows the receipt acceptance status to 

update the data files contained by WAWF-RA. 

5. ADVANTAGES AND DISADVANTAGES: 

a. Advantages: Supports implementation of the WAWF-RA program and incorporates 

detail information into the transaction for the user view.

b. Disadvantages: None identified 

6. IMPACT: (Publications) 

 

DOD 4000.25-M, DLMS Supplement